R14-037 II
1 RESOLUTION NO. R14 -037
j
A RESOLUTION OF THE CITY COMMISSION OF THE
41 CITY OF BOYNTON BEACH, FLORIDA, APPROVING
AND AUTHORIZING THE CITY MANAGER TO
ENTER INTO A PURCHASE AGREEMENT WITH
NOVUSOLUTIONS OF TAMPA, FLORIDA, FOR THE
IMPLEMENTATION OF AGENDA AUTOMATED
WORKFLOW SOFTWARE SOLUTIONS FOR A FIRST
1 u YEAR COST OF $8,550 WITH SUBSEQUENT ANNUAL
1 FEES OF $7,800; AND PROVIDING AN EFFECTIVE
1: DATE.
1 ,
1 i WHEREAS, the City has been utilizing EasyAgenda Version 2008.3.0 since
15 December 2008; and
1(1 WHEREAS, the software no longer meets the City's needs and the Agreement with
i
1 t R & S Integrated Products will expire September 30, 2014; and
�
1£$ ; WHEREAS, in order to transition smoothly, City staff will be working with
1,; Novusolutions during the Summer, 2014 and intends to go live with NovusAgenda the
2Q beginning of October, 2014; and
2' WHEREAS, upon recommendation of staff, the City Commission has determined
2 that it is in the best interests of the residents of the City to approve a Purchase Agreement
2 with Novusolutions of Tampa, Florida for the implementation of Agenda Automated
2 Workflow Software Solutions and authorize the City manager to enter into a Purchase
i
2 Agreement in the amount of $8,550 for a first year cost with subsequent annual fees of
2 $7,800.
2 , NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
2E THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
2 ) Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
\ \Apps3 City Cbb \Auto\Data\211\Items\202\2985 \3804 \Reso - Novusolutions_Agreement Doc
1 being true and correct and are hereby made a specific part of this Resolution upon adoption
hereof.
Section 2. The City Commission of the City of Boynton Beach, Florida does
hereby approve a Purchase Agreement with Novusolutions of Tampa, Florida for the
implementation of Agenda Automated Workflow Software Solutions and authorize the City
L manager to enter into a Purchase Agreement in the amount of $8,550 for a first year cost with
subsequent annual fees of $7,800, a copy of which is attached hereto as Exhibit "A ".
Section 3. This Resolution shall become effective immediately upon passage.
11
1 o i PASSED AND ADOPTED this 6 day of May, 2014.
1
1 I CITY OF BOYNTON BEACH, FLORIDA
1 ,I
1 1 s2 0' r v
1;. i yor — Je Tay1
1 .I
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2o Vi r e Mayor — Joe Casello
2
2 /j\N7
2 Commissioner — David T. Merker
2'
2., /" f
2
2., wow issioner — Mack ray
2
30
3. I Commissioner — Michael M. Fitz.. trick
3 ; ATTEST:
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0 40
AL +� "U N � 3804 \Reso_- _Novusolutions_Agreement Doc
NovusAGENDA
4 -14 -14
Janet Prainito, City Clerk
City Clerk's Office
City of Boynton Beach
100 E. Boynton Beach Blvd.
Boynton Beach, Florida 33435
Re: NovusAGENDA Piggy back, Town of Davie, RFP No. B -12 -23
Dear Ms. Prainito,
Novusolutions will provide full NovusAGENDA deployment to the City of Boynton Beach (City) under
the same terms and conditions contained in the Town of Davie's contract (piggyback) dated July 24,
2013 and pursuant to RFP No. B -12 -23 for Meeting Automation Software.
Novusolutions will provide NovusAGENDA under a pilot program to the City. The Pilot duration will be
sixty (60) days from beginning. The deployment, training, and consultation should typically take no
morethan thirty (30) days. The deployment training and consultation should typically take no more than
30 Days. Your three (3) meeting cycles possibly four (4), as part of the pilot will typically be the following
thirty days.
At the end of the pilot program, the City may choose to continue using NovusAGENDA and pay
for the annual services in accordance with the pricing listed in the Town of Davie's contract.
The City may also cancel the project with no obligation at the end of the pilot program period.
Attached for your records is Exhibit "A ", which includes the Town of Davie's Resolution (No. R-
2013 -159), Agenda Report, and signed agreement. To commence services, please complete the
signature page and return one copy to me.
We look forward to serving the City with NovusAGENDA.
Sincerely,
f
John Kercher
Managing Partner
Novusolutions
jkercher @novusolutions.com
10012 N. Dale Mabry Hwy Suite 115
Tampa, FL 33618
800- 274 -5624 x 702
Statement of Work
Meeting Management Solution
Presented to:
la Boynton Beach FL
t Z 1 6 :
4 -14 -14
COI
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Offered by:
Z Novu o
10012 N. Dale Mabry Hwy
Suite 115
Tampa, FL 33327
800 - 274 -5624 Ext 702
Purchase Agreement
Contents
Solution Overview: 3
Deliverables by Novusolutions 3
Product to be delivered 4
Services to be delivered by Novusolutions 4
Services not included by Novusolutions 5
Client will provide: 5
Ongoing Support by Novusolutions 5
Supported Items 6
Response Times 6
Support Request Process 6
Support Response Process 6
Support Coverage Dates 7
Pricing 7
NovusAGENDA Software Pricing 7
NovusAGENDA Training Pricing 8
Limitation of Liability 9
Software License 9
NovusAGENDA
Page 2
Purchase Agreement
Solution Overview:
NovusAGENDA is an electronic solution designed to create, approve and track items for
upcoming and past Board meetings. The entire process creates an automated Paperless Agenda
Solution. Adding an Agenda item, like the approval for a new employee benefit offering or the
construction of a baseball field, can now be controlled in a well- organized systematic solution.
Various workflow options allow you to control the review and approval process for each item
with a complete history for tracking purposes.
NovusBOARDVIEW offer board members electronic access to agenda, draft and final minutes
and full research capability. Members can easily view upcoming agenda and make private
comments as part of their meeting preparation. These meeting comments can be used during the
meeting to remind the member of comments they want to make or present. Viewing draft
minutes prior to the next meeting is easy using NovusBOARDVIEW and comments can be made
on draft minutes as well if there is discussion required prior to approval of minutes. The online
research option offers members the opportunity to quickly research past items with a few mouse
clicks. This feature reduces the strain on staff who often receive calls from members for
research.
NovusMEETING is a fully integrated meeting management solution. Once your agenda is
prepared in NovusAGENDA it is sent to NovusMEETING. NovusMEETING allows you to
record motions, votes and minutes in an easy to use interface.
The entire package is web based and easily configured to meet the exact needs of your
organization. Novusolutions can use your existing agenda and minute format to create your web
based publications.
NovusREPORTING is a module allowing for reports to be run against data in the system.
Because our solution is highly configured for each client we do not offer lots of standard reports
however NovusAGENDA does come with several reports that track time to approval and
rejection rates. Other custom reports can be generated at client request at modest added costs.
Reporting is more valuable after some time has passed and the system contains real data.
Deliverables by Novusolutions
Novusolutions will deliver NovusAGENDA, NovusMEETING, NovusREPORTING and
NovusBOARDVIEW software along with the professional services outlined in this agreement.
Nov G ENDA
Page 3
Purchase Agreement
Product to be delivered
• NovusAGENDA software will be setup for the client with standard forms and workflows
within 30 days of receipt of order.
• Laserfiche integration is an option that can be added at any time.
• Novusolutions will deliver training manuals and installation documentation electronically
in Microsoft Word format.
• Web based training videos will be delivered via secure client log in off the Novusolutions
web site.
• Customizations and Forms to be delivered- The forms are created under the services
agreement
o Custom Item details screen
• This screen is customized to your specifications and layout requirements.
o Custom Public Agenda
• The public agenda is customized to your specifications including font,
style, layout and other matters.
o Custom Minutes page set
• The page set includes one (1) draft and one (1) final minutes layout.
o Custom Workflows
• Custom workflows can be pre - configured allowing users to simply submit items
to named workflows which are then built for them automatically.
o PDF Converter
o Custom Public Interface
o Custom Mobile Device Interface
Services to be delivered by Novusolutions
• Dedicated project manager
• Delivery and setup support of NovusAGENDA software
• Custom forms and workflows as outlined in product to be delivered above.
• Remote consulting with the your staff to review custom forms and workflows
• Provide software orientation and capabilities
o Agenda layout
o Draft Minutes layout
o Final Minutes layout
o Agenda Item Creation form
o Comprehensive understanding of your Workflows
o Identify best practices
NovusAGENDA
Page 4
Purchase Agreement
o Modify workflows in the software to match your business process
o Review /modify final templates with staff as needed
• Remote training for key staff— This training is delivered via web meeting technology
• Onsite training one day with Clerk staff
• Functional Testing
o Validate standard operation of NovusAGENDA
o Test all user modules of NovusAGENDA, NovusBOARDVIEW,
NovusMEETING, NovusREPORTING
o Test client defined workflow and forms and make adjustments as needed.
• Functional Documentation provided via our client portal
o User manuals
o Admin Manuals
Services not included by Novusolutions
• This SOW does not include Novusolutions training on client's site beyond the hours
specified here. Additional dates for end user training at the client's site can be purchased
at $2,500 per day including travel with a two day minimum,
• Modification to NovusAGENDA base code. This would be any modifications not
discussed above in the deliverables.
Client will provide:
• A dedicated project overseer
• Provide a channel of communication as needed to clarify any questions regarding forms
or workflows.
• Provide assistance defining and documenting client workflow as needed
• Provide onsite support during software setup, your IT staff if needed. Novusolutions
staff will support software setup remotely. Not applicable if installing in the
NovusAGENDA cloud.
• Servers, hardware and software as specified in our proposal- Locally hosted clients
• Possible end user training using standard manuals supplied by Novusolutions
o Novusolutions can provide this training if needed at the rates quoted in the pricing
section.
Ongoing Support by Novusolutions
Clients receive full support and maintenance for one year after shipment of product. The support
contract would cover the following areas:
• Repair of all bugs discovered during the support period
• Timely response to all technical inquiries
• Provide updates to technical documentation as these items are developed
NovusAGENDA
Page 5
Purchase Agreement
• Access to product enhancements made to the base product. (some new features may
requires service fees to implement)
Supported Items
This support contract covers the entire product purchased from Novusolutions. This support
contract does not cover supporting hardware or software (i.e. operating systems, web servers, or
databases).
Response Times
All issues will receive a response from Novusolutions within 24 hours from the time the issue
was reported to Novusolutions.
All issues will be categorized as a Level 1, Level 2, or Level 3 priority. The Client and
Novusolutions will work together to determine the appropriate level for an item. The targeted
resolution time for an issue will be based on the issue's level.
Level 1 —these are business critical issues. Every effort will be made to resolve these
issues within 2 business days. We will acknowledge receipt of issues within 2 hours and
make every effort to repair urgent issues quickly. It is important that customers report
concerns in a timely manner to insure a rapid response.
Level 2-these are important but not critical issues. Every effort will be made to resolve
these issues within 5 business days
Level 3 —these minor issues that do not affect the usability of the software. Every effort
will be made to resolve these issues within 10 business days.
Support Request Process
All support issues must be sent to Novusolutions via e -mail at Support%rinovusolutions.com.
Novusolutions technical staff monitors this e -mail address during normal business hours Eastern
Time United States.
Support Response Process
Upon receipt of an issue, Novusolutions will verify the receipt of the issue within 24 hours from
the time Novusolutions was notified of the issue.
Novusolutions will notify the client via email when an issue has been resolved.
Novusolutions will notify the client when it is not possible to resolve an issue by the targeted
response time.
NovusAGENDA
Page 6
Purchase Agreement
Support Coverage Dates
This is a twelve -month support contract. The initial contract will commence on the day product
is shipped to the client.
Pricing
All pricing includes an unlimited use license enabling support for as many meeting types as you
need at no added license costs. There are no user licenses either. "Unlimited use" means
unlimited use with NovusAGENDA no matter which installation option you choose.
NovusAGENDA Software Pricing
Item Pricing (Annually)
NovusAGENDA $7,800
NovusMEETING Included
NovusBOARDVIEW Included
NovusREPORTING Included
Board and Committee Included
management
Video Integration Included
Video Services See Video Services
Considerations
Laserfiche integration Included
Total Annual Cost $7,800
Option In Meeting Tools Additional $600
(Voting, etc.) annually
NovusAGENDA
Page 7
Purchase Agreement
NovusAGENDA Training Pricing
Standard training services are required for deployment.
Standard Remote Description
Training Services
Administrator Training This is remote training to train one or two
system administrators on managing user
rights in NovusAGENDA. The cost is for the
class not per student. This class is delivered
remotely using web meeting technology
managed by Novusolutions.
Board Clerk Training Training including meeting management,
agenda preparation, minutes and system
oversight. Delivered remotely using web
meeting.
User Training Training includes creating items, copying old
items to new meeting and item submission
and approval process. Delivered remotely
using web meeting.
Board Training Training includes viewing agendas, minutes,
and all documentation for upcoming
meetings, making private notes, researching
past meeting information and notes, and
analyzing reports and meeting data.
Web Based Training Web -based training videos for all staff to
view on demand via Internet. Videos include:
• User training
• Board Clerk Training
• Board Training
Total One Time Cost $750
Payment Terms — Novusolutions sets up complete software to you within 30 days of receiving
your order. You can begin initial testing upon receipt of your "Test Script" from
NovusAGENDA. At this point, full payment for the annual fee is due. Your software has been
configured to your standards and is ready for final testing. Any modifications to configurations
will be done at no charge under our annual support program.
Boynton Beach has advised that they must wait for 10 -1 -14 to make payment and that is
acceptable.
NovusAGENDA Page 8
Purchase Agreement
Limitation of Liability
IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER UNDER THIS
LICENSE AGREEMENT FOR ANY CONSEQUENTIAL, INCIDENTAL, INDIRECT,
PUNITIVE OR SPECIAL DAMAGES, LOSS OF DATA, LOSS OF BUSINESS PROFITS,
BUSINESS INTERRUPTION OR LOSS OF BUSINESS INFORMATION ARISING OUT OF
THE USE OF OR INABILITY TO USE THE NOVUSAGENDA SOFTWARE, EVEN IF
SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES
Software License
This is an unlimited use license which allows clients to add as many systems users and meeting
types as they choose. Client may nor resell, distribute or use NovusAGENDA in any manner that
is not consistent with their primary business purposes.
Accepted:
Novusolutions
John Kercher — Managing Partner 4 - 8 - 14
Signature Name and Title Date
Client Name
Loki LAVerri ere.
rt- C M AN- AG ER b
ignature Name and Title Date
APPROy TO FORM
CITY ATTORNEY
NovusAGENDA sAGENDA
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